Access all your business information
any place, anywhere, anytime.

Information stored in CareWhen is always up-to-date.
No fear of losing or misplacing it, ever.

NOTE: The basic CareWhen solution includes all of the capabilities described here.

Client Information

CareWhen stores lots of information about your clients, some of which you enter, and the rest accumulates over time. The information you enter is organized into tabs, making it easy to access andupdate.

  • Demographics: Name, address, phone numbers, e-mail, etc.
  • Preferences: Care needs, special instructions, caregivers liked and disliked, etc.
  • Care circle: Detailed information about emergency contacts, physicians, trustees, etc.
  • Medical: Client's health concerns and medications
  • Billing: Responsible party and their contact information

Through daily use, CareWhen accumulates a detailed record of the client's care requests, care schedules, schedule changes, and completed visits. This information is always at your fingertips, and can be invaluable in answering any questions that arise.

In addition, you can enter free-form notes, as described below.

Caregiver Information

CareWhen also stores lots of information about your caregivers. It too is either entered by you, or gathered over time by CareWhen.

Like client information, the caregiver information you enter is organized into tabs, making it easy to access and update.

  • Demographics: Name, address, phone numbers, e-mail, etc.
  • Preferences: Skills, training, certifications, work preferences, etc.
  • Contacts: Detailed information about emergency contacts, etc.
  • Payroll: Job grade and pay rate

When used in conjunction with ClockWork EVV, CareWhen maintains a detailed record of caregiver's adherence to schedule and task completion. Such routinely gathered information can be invaluable in rewarding good performance and correcting performance shortfalls.

You can also enter free-form notes, as described below.

Notes and Reminders

Save short notes in CareWhen for easy retrieval. Or set a reminder, so CareWhen can notify you when the time comes. No need to remember everything. No fear of forgetting anything.

Notes: CareWhen allows you to organize a wide variety of standard information in client and employee databases, as described above. But, sometimes, you need to save non-standard information.

  • Information about friends and relatives of clients/caregivers
  • Information about unusual or one-off situations
  • Information applicable for a short time, and not worth recording in the main database

You can save such information as a CareWhen note, associating it with a client/caregiver. When you need it again, all you have to do is search the notes database by client/ caregiver.

Notes can be further organized by note type. Note types are defined by you, as appropriate for your agency.

Reminders: CareWhen can also keep track of future management tasks for you. For example, employee reviews and certifications. You can set reminders weeks and months in advance. Then, when the time comes, CareWhen brings the task to your attention.

Document Library

Scan and save important paper documents in CareWhen, for safekeeping and convenience.

Examples:

  • Originals owned by caregivers: Driver's licenses, CPR certifications, educational credentials, and professional licenses
  • Originals owned by you: Contracts, agreements, policy statements, job applications, and photos

Benefits of online access:

  • Available anywhere – in the office, at client's home, etc.
  • Easy to store and retrieve in an instant
  • No fear of loss due to misfiling, damage, etc.
  • Saves office space and reduces clutter